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2 THIS PRODUCT IS DEDICATED TO Nihan H., my love and wife, who supports and encourages me every time with her love and trust My family, for their trust one me Cemil-Melek Y., Samim H. who are watching us from heaven. We will follow your way along all our lives. We miss you too much Mert, for his unbelievable hard working and creativity. all these great things would never look like wonderful and excellent if you have not designed all user interfaces, web sites and manuals. Thank you! Many thanks to everybody who supported us with their valuable feedbacks, comments and contributions. oempro is a result of all its users and their contributions Cem Hurturk Octeth Technologies CEO, Director of Development and Management June, 2004 Page 2 of 114

3 About This Manual Disclaimer of Warranty THIS SOFTWARE AND ACCOMPANYING DOCUMENTATION ARE PROVIDED "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO WHICH OEMPRO (OCTETH MANAGER PRO) MAY BE USED, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. THE USER MUST ASSUME THE ENTIRE RISK OF USING THIS PROGRAM. ANY LIABILITY OF 'OCTETH TECHNOLOGIES' AND DEVELOPERS OF THE SOFTWARE WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE. IN NO CASE SHALL 'OCTETH TECHNOLOGIES' AND DEVELOPERS OF THE SOFTWARE BE LIABLE FOR ANY INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES OR LOSS, INCLUDING, WITHOUT LIMITATION, LOST PROFITS OR THE INABILITY TO USE EQUIPMENT OR ACCESS DATA, WHETHER SUCH DAMAGES ARE BASED UPON A BREACH OF EXPRESS OR IMPLIED WARRANTIES, BREACH OF CONTRACT, NEGLIGENCE, STRICT TORT, OR ANY OTHER LEGAL THEORY. THIS IS TRUE EVEN IF 'OCTETH TECHNOLOGIES' AND DEVELOPERS OF THE SOFTWARE IS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO CASE WILL 'OCTETH TECHNOLOGIES' AND DEVELOPERS OF THE SOFTWARE OR LIABILITY EXCEED THE AMOUNT OF THE LICENSE FEE ACTUALLY PAID BY LICENSEE TO 'OCTETH TECHNOLOGIES' AND DEVELOPERS OF THE SOFTWARE. Credits Interface Design Mert Website Design Mert Manuals Parag Sane Online visual demo s for oempro Parag Sane Page 3 of 114

4 License and Legal Disclaimer PLEASE CAREFULLY READ THE FOLLOWING LICENSE AGREEMENT. YOU ACCEPT AND AGREE TO BE BOUND BY THIS LICENSE AGREEMENT BY USING THE ENCLOSED SOFTWARE. 1. LICENSE GRANT In this license agreement, "You" means the person or company who is being licensed to use the Software, Documentation or Service. "We", "us" and "our" means Octeth Technologies. Software means oempro and all of its components. 2. TITLE We remain the owner of all right, title, logo, content and interest in the Software and related explanatory written materials ("Documentation"). 3. ARCHIVAL OR BACKUP COPIES You may copy the Software for back-up and archival purposes, provided that the original and each copy is kept in your possession and that your installation and use of the Software does not exceed that allowed in the "License Grant" section above. 4. THINGS YOU MAY NOT DO Below, things you may not to do are listed. Copy the Documentation, Copy the Software except to make archival or backup copies as provided above, Reverse engineer, disassemble, decompile, unobfuscate or make any attempt to discover the source code of the Software, Modify the source code of the software Sublicense, rent, lease or lend any portion of the Software or Documentation. Your license is non-transferable. 5. TERM AND TERMINATION This license agreement takes effect upon your use of the software and remains effective until terminated. You may terminate it at any time by destroying all copies of the Software and Documentation in your possession. It will also automatically terminate if you fail to comply with any term or condition of this license agreement. You agree on termination of this license to destroy all copies of the Software and Documentation in your possession. 6. CONFIDENTIALITY The Software contains trade secrets and proprietary know-how that belong to us and it is being made available to you in strict confidence. Page 4 of 114

5 WARNING! Under no circumstances shall oempro Team or the authors of this product be liable for any incidental or consequential damages, data loss, security problems, bug related damages or problems, nor for any damages in excess of the original purchase price. Any use or disclosure of the software, or of its algorithms, protocols or interfaces, other than in strict accordance with this license agreement, may be actionable as a violation of our trade secret rights. The latest version of this software license agreement is available on oempro Team website (www.oemp.com). Software user also accepts all the terms and conditions included in the software license agreement on oempro Team website (www.oemp.com) This program is protected by copyright law. Unauthorized reproduction or distribution of this program, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. DISCLAIMER OF WARRANTY This software and accompanying documentation are provided "as is" and without warranties as to performance of merchantability or any other warranties whether expressed or implied. Because of the various hardware and software environments into which software may be used, no warranty of fitness for a particular purpose is offered. The user must assume the entire risk of using this program. Any liability of us will be limited exclusively to software replacement or refund of purchase price. In no case shall we be liable for any incidental, special or consequential damages or loss, including, without limitation, lost profits or the inability to use equipment or access data, whether such damages are based upon a breach of express or implied warranties, breach of contract, negligence, strict tort, or any other legal theory. This is true even if we are advised of the possibility of such damages. In no case will we or liability exceed the amount of the license fee actually paid by licensee to us. Page 5 of 114

6 Table of Contents About This Manual...3 Table of Contents...6 Introduction...7 Features covered for Administrators...8 Mailing Lists Explained in Details...25 Members related functions...41 Effective usage of Subscription and Unsubscription utilities...46 Import Export Functions...51 Working with Campaigns [Effective Campaign Management]...58 How to link your content file instead of creating your newsletter on the Fly?...90 Working with Personalization...93 Working with Autoresponders...96 Working with Campaign Clients Working with Statistical data Branding of your oempro Understanding the way of sending with oempro Page 6 of 114

7 Introduction oempro is an acronym of Octeth Marketing Pro. The story of innovation starts in 1998, the first version of oempro was released and it was named as Octeth Marketing Pro. In 2002, we have decided to modify the name to oempro, which is shorter and easier to tell and write. Over the period of almost more than 5 years oempro has come a long way not only in terms of stability but also features and other offerings. Lots of imitators came into the market with the marketing solutions but oempro still stands out in the competition. oempro is the most trusted name in marketing and serves to thousands of users world wide. With its powerful and proprietary sending technology, it sends your campaigns in the matter of time with the features like personalization, filtering, follow ups, automated verification, bounce processing, seamless integration with your existing website design and much more. It s the most advanced Mailing List Management Solution providing all the necessary tools and features that you need. oempro doesn t just stop by providing you the easiest way of sending your campaigns but also provides you with the precise statistical reports such as - read ratios, link click statistics, feedbacks, reviews and much more. This is the Quick Start Guide, guiding you through the whole process of upgrading and installing the fresh copy of oempro, setting up the basic configuration parameters, creating the mailing lists, adding members and sending your first newsletter. We have tried to simplify our manual as much as we can we would like to receive any feedback or any suggestions our esteemed clients may have. We will try and work on those suggestions to improve our offerings. We thank you for choosing oempro as your mailing list management and marketing solution. Cheers Octeth Team Page 7 of 114

8 Features covered for Administrators Logging into Administration Section We have seen the simplified process of the oempro installation. Once you are done with the installation it automatically redirects you the Administration Section of your oempro installation. Normally it s placed under the directory of your oempro. For example The oempro administration will help you manage, update and tweak all the aspects of your marketing and campaign management. The following screen will appear when you access your administration section. You will be asked to key in your username and password. (um#1) Um#1: Administration Section Login Screen Please key in your username and the password in the respective fields and click on the Login button to access the oempro administration section. In case if you forget your password you can click on forgot your password link and retrieve the password information. If you wish that oempro should remember your login then you can tick the box Remember me on next login, which is just below your username and password fields. This will allow oempro to remember your login information next time you access the administration section. Page 8 of 114

9 NOTE: If you are not clear about a particular step please refer to the animated documentation inside your client control panel. In this detailed oempro manual we are going to learn how effectively we can use the advanced features of oempro. In this chapter we will see the elaborated explanation of how you can work with creating / deleting / modifying and setting up the rights based permissions to different administrative accounts. Administrators have total control over every aspect of the oempro system. You may create different administrative accounts in order to allow different people to have access to certain processes and functionalities of the oempro system. After you login to your oempro with the first administrative account you will see a screen shown below. um#2 um#2: Dashboard for the oempro system The dashboard is the quick overview of the oempro system and gives you the basic statistics for your overall campaigns, members database and the bounce processing statistics. Page 9 of 114

10 Working with multiple administrators In order to create / manage / and delete the administrators click on the Settings > Administrators as shown in the figure um#3. um#3 - Settings > Administrators Once you click on the above tab you will be taken to the section where you can manage all your administrative accounts. You will see a screen as shown in the figure um#4. um#4 Administrators As you can see the page will display and list all the available administrators in your oempro system. In the above screen it is displaying only one administrative account which we created at the time of the installation. It shows you the Name of the account, address, Account type and in the last column it gives you the ability to edit the privileges of the respective account. By editing these privileges you can define the access rights of every admin user, allowing them to access only a particular section of the system. Now lets first click on the edit link next to our admin account and then see what all options do we have for setting up the rights and access privileges. Page 10 of 114

11 Please click on the Edit link as shown in the below figure. um#5 um#5 click on the Edit link When we click on the edit link we will be redirected to the account settings of the respective account. This section will have all the information related to the administrator s account such as Name, , Username and Password, Time Zone, user interface language, user interface, character set, account type [super administrator or administrator], option to enable disable rich text mode and settings for the attachments. When you scroll down you will see the ADMINISTRATOR PRIVILEGES section as shown in the below figure um#6. um#6 ADMINISTRATOR PRIVILEGES Page 11 of 114

12 This screen allows you to setup all the necessary options for a particular administrator account. By checking or un-checking the boxes given next to the options available to you will enable or disable that particular function for the administrator account. In this example we are in the editing mode of the Super Administrator and that s the reason you will see all the options ticked and selected. Now let s go back to our Administrators screen where we will see how to add new administrators and set the privileges for the same. We will have to click on the create administrator link as shown below in the figure um#7. um#7 Create administrator Once we click on the Create administrator link we will see the following screen um#8. um#8 New Administrator Account Page 12 of 114

13 Personal Information Name: Time Zone: You can add any name it can be your name or just the Super Administrator which is set by default. The address, which will be used for your profile. In case if you forget your login password the oempro can send the password info to this account. You can set this parameter according to your region or the country where you live. oempro provides you the timezone settings in the GMT + or GMT - formats. You can define this to match your location and the time zone. Login Settings Username: Password: The username for accessing the administration section of oempro. The password for accessing the administration section of oempro. User Interface User Interface Language: User Interface: Character Set: As of now oempro supports only one user interface language English. oempro can allow you to switch different skins and layouts if they are available. oempro is pre-configured with the Enhanced English Skin. oempro allows number of different character sets to be selected. By default character set is English (en). Account Preferences Account Type: WYSIWYG Editor: Max. Attachment Size: This specifies whether your account type is Super Administrator or just the Administrator. Super Administrator has the ability to control all the features of the oempro system where as only Administrator can have the limited sets of functions to be used or you can configure the access rights. You can enable or disable the HTML rich text mode for the campaigns the super administrator can send by ticking or un-ticking this option. oempro provides a built in facility to add attachments to your campaigns. The account profile can have the limit for the file size of an attachment. If you set the option of this field to 0 (zero), you can upload whatever size of attachment to the oempro system. Page 13 of 114

14 After we create another administrator account we will be able to see the same in the Administrators sections. The below figure um#9 shows the second account with the Account Type Administrator. um#9 new account created Page 14 of 114

15 Setting up different privileges for administrators Now that we have created our second administrator we will see how we can setup the privileges. You need to click on the Edit link next to the account you want to edit. After we click on the edit link we will be displayed the basic information for the Administrator account and when you scroll down it gives you the ability to edit the privileges. Mail lists: This section can have six options as shown in the below table. Create Browse Delete Details Update Access If ticked it allows the administrator to create new mailing lists. If ticked it allows the administrator to browse mailing lists. If ticked it allows the administrator to delete mailing lists. If ticked it allows the administrator to see the details of mailing lists. If ticked it allows the administrator to create new mailing lists. This option allows the overall access to this feature. Mail list administrators: This section also has six options available to you. Create Browse Delete Details Update Access If ticked it allows the administrator to create the new administrator for a mailing list. If ticked it allows the administrator to browse the administrators for a mailing list. If ticked it allows the administrator to delete the administrators for a mailing list. If ticked it allows the administrator to check the details of the administrators assigned for a mailing list. If ticked it allows the administrator to update the mailing list administrator accounts. This option allows the overall access to this feature. Mail list addresses: Create Browse Delete Details Update Access If ticked it allows the administrator to create the new mail list addresses. If ticked it allows the administrator to browse the mail list addresses. If ticked it allows the administrator to delete the mail list addresses. If ticked it allows the administrator to check the details of the mail list addresses. If ticked it allows the administrator to update the mail list addresses. This option allows the overall access to this feature. Mail list clients Create Browse Delete Details Update Access If ticked it allows the administrator to create the new mail list client. If ticked it allows the administrator to browse the mail list client. If ticked it allows the administrator to delete the mail list client. If ticked it allows the administrator to check the details of the mail list client. If ticked it allows the administrator to update the mail list client. This option allows the overall access to this feature. Page 15 of 114

16 Mail list s Create Browse Delete Details Update Access If ticked it allows the administrator to create the new mail list s. If ticked it allows the administrator to browse the mail list s. If ticked it allows the administrator to delete the mail list s. If ticked it allows the administrator to check the details of the mail list s. If ticked it allows the administrator to update the mail list s. This option allows the overall access to this feature. Mail list custom fields Create Browse Delete Details Update Access If ticked it allows the administrator to create the new custom fields. If ticked it allows the administrator to browse the custom fields. If ticked it allows the administrator to delete the custom fields. If ticked it allows the administrator to check the details of the custom fields. If ticked it allows the administrator to update the custom fields. This option allows the overall access to this feature. s Create Browse Delete Details Update Access If ticked it allows the administrator to create new s. If ticked it allows the administrator to browse s. If ticked it allows the administrator to delete s. If ticked it allows the administrator to check the details of the s. If ticked it allows the administrator to update s. This option allows the overall access to this feature. Custom fields Create Browse Delete Details Update Access If ticked it allows the administrator to create the new custom fields. If ticked it allows the administrator to browse the custom fields. If ticked it allows the administrator to delete the custom fields. If ticked it allows the administrator to check the details of the custom fields. If ticked it allows the administrator to update the custom fields. This option allows the overall access to this feature. Website integration Create Browse Delete Details Update Access N/A N/A N/A N/A N/A This option allows the overall access to this feature. Member Create Browse Delete Details Update Access If ticked it allows the administrator to create new members. If ticked it allows the administrator to browse members. If ticked it allows the administrator to delete members. If ticked it allows the administrator to check the details of members. If ticked it allows the administrator to update members. This option allows the overall access to this feature. Page 16 of 114

20 Send engine Create Browse Delete Details Update Access N/A N/A N/A N/A N/A This option allows the overall access to this feature. Help sections Create Browse Delete Details Update Access N/A N/A N/A N/A N/A This option allows the overall access to this feature. CRON management Create Browse Delete Details Update Access N/A N/A N/A N/A N/A This option allows the overall access to this feature. Remote update Create Browse Delete Details Update Access N/A N/A N/A N/A N/A This option allows the overall access to this feature. Plug-In management Create Browse Delete Details Update Access N/A N/A N/A N/A N/A This option allows the overall access to this feature. Once you are done setting up these options the administrator will only be able to see the sections which he / she is allowed to using these access privileges. This could help you a lot assigning certain tasks to certain administrators only. The Super administrator account has all the available options at his disposal so as to manage all the aspects of the system. Page 20 of 114

21 Working with the branding of each administrator Now that we have seen how to setup the access privileges let s take a close look at how do you offer different branding to different administrators? What do we mean by branding? Well branding allows each administrator to have a specific set of character sets language and the interface skin. oempro comes with the default enhanced English skin. In case you need to provide your administrator a different look and feel, a different set of language and character sets it is possible. What you need to do is just click on the Edit link from the Administrators menu and set these parameters to suite the administrators needs. um#10 Administrator account branding options. Once you go to the edit menu of the administrator account you will see these options and you will be able to edit them easily. Page 21 of 114

22 Assigning address for Administrators We have seen how to create new administrators and setup the access rights for them so far. Now lets check out how to assign multiple addresses for an administrator. What do we mean by assigning addresses? Every administrator has certain access rights to perform certain tasks. The address assignment is for those administrators who are given the rights of creating and sending new campaigns. In order to send new campaigns administrator has to define from address, reply-to address and return path. When we create or assign new addresses for the administrator he can then select the newly created or assigned id to be used in from address, reply-to address and return path. For example administrator wants to send an from but wants the reply-to address for the campaign to be so that when people reply to his s they will go to oempro provides an advanced assigning facility for administrators so that he can assign different addresses for different fields [such as from address, reply-to address and return path]. In order to assign more id s to administrator you need to go to Settings > Administrator. You will see the administrators listed on your screen. Click on the EDIT link for the respective administrator account in order to assign new addresses. um#11 um#11 going to the edit menu of administrators After you are inside the administrator editing menu scroll down and you will see the figure displayed below. um#12 Page 22 of 114

23 um#12 Administrator addresses In the figure um#12 we can see there is only one address listed. This is the default address assigned when we created the account. In order to assign a new address you have to enter the name and the address and click on the assign address button. um#13 um#13 assigning new address After you are done adding the account you will see it in the list of Administrator addresses as shown below in the figure um#14. um#14 new assigned Using this tool you can assign an unlimited number of addresses to any administrator account. Page 23 of 114

24 Working with Languages in oempro oempro is based on a very flexible framework. By default oempro comes with English language. You may go to the options editing menu for the administrator and set the language. Page 24 of 114

25 Mailing Lists Explained in Details In this section we will see how to deal with Mailing Lists. How effectively you can use opt-in / opt-out, assigning admins for different mailing lists, assigning clients, custom fields, personalization and outsourced member resources. Working with opt-in and opt-out s and its effective usage oempro offers a very sophisticated opt-in and opt-out system. It not only allows you to set unlimited number of opt-in / opt-out s for every mailing list but also extends the ability to send rich text html opt-in / opt-out s. What do we mean by opt-in and opt-out ? Opt-in The action a person takes when they agree, by or other means, to receive communications. It requires a mechanism to encourage and allow people to become recipients. Opt-out The action a person takes when they choose not to receive communications. It requires a mechanism by which people can ask to be removed from your list. Now let s see how to add opt-in and opt-out s. After you log in to your administrative area of oempro click on Mail Lists > Opt in/out s. You will see a screen similar as shown in the figure um#15. um#15 Mail list s or opt-in / opt-out s Page 25 of 114

26 This screen will give you the basic information about the existing opt-in/out s and also will allow you to create more such s. To create our opt-in lets click on the Create link as shown in the figure um#16. um#16 Create opt-in/out . After you click on the create link you will be provided with number of options to setup the opt-in as shown in the below figure um#17. You will have to key in all the details in the respective fields and then click on the proceed button to go to the next step of creating our optin/out . um#17 New mail list screen Let s see what all fields and the information we have populate in the above screen. Page 26 of 114

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